Free checklists
Checklists for the work your team repeats every day.
Print them, pin them up, or copy them into your own sheet. They are simple on purpose.
Daily cash close
Ten minutes at the end of each day, done by the cashier, so the drawer and the records agree.
- Write down every payment received today: cash, Fonepay, eSewa, Khalti, bank transfer and cheque.
- Check that every payment has a receipt, and that receipt numbers have no gaps.
- Count the cash in the drawer.
- Compare the count with what the records say should be there.
- If the two differ, write down the difference and the likely reason. Do not hide it.
- Record today's expenses, each with a photo or copy of the bill.
- Check that any expense above the owner's limit was approved by the owner.
- Cancel mistakes by voiding with a reason. Never delete a receipt.
- Put the cash that leaves the office in a record, with who took it.
- Sign and date the day's sheet, or close the day in your system.
The first hour with a new lead
What a counselor does when a new inquiry arrives, from any channel.
- Claim the lead so that nobody else calls the same person.
- Reply in the channel they used, with their name.
- Save their name, phone number and where the inquiry came from.
- Ask which country they want, which intake, and their latest qualification.
- Offer a time for a counselling session, and write it in the follow-up list.
- Note anything they said that matters, such as budget or a deadline.
- Set the next follow-up date before you close the record.
- If they do not answer, try once more on another channel the same day.
Student document file
Common groups of documents a file needs. Requirements differ by country, course and university, so confirm each one from the official source for that destination.
- Passport: the page with the photo and details, and its expiry date.
- Academic records: certificates, transcripts and marksheets for each qualification.
- English test result, if the course asks for one.
- Recent passport-size photographs.
- Identity documents for the student, and for the parent or guardian where needed.
- Evidence of how the study will be paid for, as the destination asks.
- Any letters from past schools, employers or sponsors that your counselor requests.
- Offer letter or confirmation from the university, once received.
- A note of which documents are still missing and who is chasing them.
- Check every scan is clear, complete and in the right file name before submitting.
Sub-agent payout
Before you pay a sub-agent for a referred student.
- Confirm the agreed terms: a fixed amount or a percentage, and of what.
- Confirm the student really was referred by this agent.
- Check that the university has actually paid you for this student.
- Work out the agent's share from the amount you received.
- Ask your accountant which tax must be withheld, and deduct it.
- Get the owner's approval before paying.
- Pay by a method that leaves a record, and keep the proof.
- Tell the agent what was paid and what is still due.
When a counselor leaves
Do these on the last working day, so the student list stays with the consultancy.
- List every student and lead the counselor is handling.
- Reassign each one to another counselor, with a short handover note.
- Close the counselor's access to your systems and shared logins.
- Change any password the counselor knew.
- Remove them from staff chat groups and shared inboxes.
- Check that nothing was exported or copied that should not have been.
- Collect company phones, SIM cards and files.
- Tell the affected students who their new counselor is.
These checklists are general guidance, not legal, visa or tax advice. Rules for documents, tax and payments change, so check the current requirements with the official source or your accountant.
See your next lead claimed, live.
In 30 minutes we'll show you the inbox, Telegram, a student file and the money side, using a sample consultancy. Then you decide whether to start a 14-day pilot.
Or call 9820268756 / 9843669284. Sunday to Friday, 9:00 to 18:00.